Hidden Port Yacht Club
By – Laws
March 12, 2011
Established Nov. 10, 1993
Article 1.0 Name and Purpose
1.1 The name of this club is the Hidden Port Yacht Club (H.P.Y.C.). The H.P.Y.C. is a non-profit
organization and maintains its principal headquarters at Puerto Escondido, Baja California Sur.
1.2 The purpose of the H.P.Y.C. is to provide activities and facilities associated with boating to its members without profit.
1.3 H.P.Y.C. members shall always “leave a clean wake”. They shall respect local laws and customs.
1.4 In the event that the H.P.Y.C. should be dissolved, any personal or real property owned by the Club shall be transferred to another non-profit club with similar goals in accordance with the vote of the members.
Article 2.0 Memberships
2.1 Membership in the H.P.Y.C. shall be open to individuals interested in boating activities, who pay their dues.
2.2 Membership in the HPYC shall be structured with two levels, with fees for membership set in the HPYC rules.
2.2.1 . General membership which ensures all privileges associated with the HPYC including voting rights and unaccompanied access to club facilities .
2.2.2 Cruising Membership which includes all privileges associated with HPYC except voting rights and unaccompanied access to club facilities.
2.2.3 A cruising Membership shall have a lower fee than a full membership.
2.3 A member may resign at any time upon written notice to the H.P.Y.C. officers.
2.4Membership in the H.P.Y.C. shall be terminated by the officers of theH.P.Y.C. for non-payment of dues. Additionally a membership may be terminated by a two-thirds vote of the members present at any regular or special meeting
Article 3.0 Management
3.1 The management of the H.P.Y.C. shall be vested in the Executive Committee of the elected officers who are given rule-making authority and who are charged with interpretation of the By-Laws.
3.2 Actions of the Executive Committee are to be reported to the Directors of HPYC, A.C. to verify that they comply with Mexican laws and regulations for a Civil Association, and to the membership at the next regular meeting.
3.3 Actions and decisions of the officers are subject to reversal by a two-thirds majority vote of the membership present at any regular meeting.
3.4 Normal management practices, procedures and a schedule of fees will be incorporated into the H.P.Y.C. rules. These rules can be modified by a majority vote of those present at any regular meeting.
3.5 A meeting quorum shall be a minimum of ten members and two officers.
3.6 All meetings shall be conducted according to “Rules for Debate” approved by Club membership the December, 2007 meeting.
Article 4.0 Election and duties of officers
4.1 There will be six elected officers of the club: Commodore, Vice-Commodore, Secretary, Treasurer and two Alternates. The most recent, available, ex-Commodore shall serve as Rear Commodore.
4.2 A nominating committee selected by the Commodore shall submit a list of recommended candidates, (who have agreed to serve, if elected) at the annual meeting.
4.3 The officers shall be elected by vote of the members at the annual meeting. Members not able to be present at that meeting shall be given another option to cast their ballot.
4.4 Officers shall hold office for the term of one year or until their successors have been elected. Vacancies in H.P.Y.C. offices not covered by the rules of succession will be filled by special election.
4.5 The Commodoreshall preside at all meetings of the H.P.Y.C. and shall appoint all committees; shall be a member “ex-officia” of all committees; and shall carry on those other responsibilities assigned to the Commodore by these By-Laws.
4.6 The Vice-Commodore shall assist the Commodore with the H.P.Y.C. management and in the Commodore’s absence will assume the responsibilities of that office.
4.7The Rear Commodore shall assist the Commodore primarily in an advisory capacity and will officiate at meetings in the absence of both Commodore and Vice-Commodore. In addition the Rear Commodore will appoint and chair a Dock and Facilities Committee responsible for keeping account of Club property and maintain the facilities and docks in clean, safe and serviceable condition.
4.8 The Secretary shall keep the minutes of proceedings; handle all correspondence and all other secretarial duties. The secretary shall be in charge of memberships, enrolling members, collecting dues, typing up membership cards, and keeping a roster of members.
4.9 The Treasurer shall keep all records and accounts of the H.P.Y.C. .
4.9.1 shall keep all of the funds in a bank approved by and in the name of the H.P.Y.C. Civil Association subject to withdrawal by cheques signed by an authorized H.P.Y.C. officer of the Civil Association, or ATM withdrawals by person(s) designated
4.9.2 shall disperse the funds of the H.P.Y.C. under the direction of the officers.
4.9.3 will prepare and submit the accounts to our Mexican Accountant each month.
4.9.4 shall make a report at each regular meeting of all money received and spent, and at the annual meeting a report on cash and property assets of the H.P.Y.C. as well.
4.8.5 shall fill the duties of the Vice-Commodore in his/her absence –
4.8.6 shall develop, in conjunction with the Long Term Planning Committee, and present a budget at the Annual Meeting.
4.9The Alternatesshall be designated as first and second alternate and assume, in order of ascension, the duties of theTreasurer or Secretary in case of absence or until a special election is held if either position is vacated.
Article 5.0 Financial
5.1 The fiscal year of the H.P.Y.C. shall commence on the first day of January and end on the last day of June December of the following year.
5.2Two members of the Executive Committee shall have the authority to approve emergency expenditures of less than two hundred dollars US between regular meetings. These expenditures shall be reported to the membership at the next regular meeting for approval. In the event of pressing need, authorization for expenses in excess of $200 may be obtained from the President or Treasurer of the HPYC, A.C.
5.3 No member, officer, or employee of the H.P.Y.C shall obligate the H.P.Y.C for any expenditure without prior authorization in accordance with these By-Laws.
Article 6.0 Budget
6.1 The Treasurer in conjunction with the Long Term Planning Committee shall submit to the membership a proposed budget of committed expenditures for the coming financial year. The budget shall be for planning purposes and is subject to revision by a majority vote of the members present and H.P.Y.C., A.C.
6.2 The members, officers and any paid employee of the H.P.Y.C. shall not obligate H.P.Y.C. in excess of the approved budget or otherwise than according to the approved budget.
Article 7.0 Dues, Fees, etc.
7.1 The H.P.Y.C. standard dues fee shall be specified in the Rules and is for each member. Members’ children under the age of 18 will be designated as Junior Members and not charged a fee.
7.2 A membership year runs for one full year from the date specified in the Rules.
Article 8.0 Voting Privileges
8.1 Voting privileges are open to regular members in good standing of the H.P.Y.C., providing dues for the current year have been paid
Article 9.0 Amendments to the By-Laws and Rules
9.1 Articles of the By-Laws may be amended at a regular meeting by a two-thirds vote of members voting. Text of the amendments shall be posted at the clubhouse and reported on the H.P.Y.C Web site at least 30 days prior to the vote.
9.2 Rules may be proposed, amended, or deleted by a simple majority vote of the members present at a meeting.
9.3 The officers also have the authority to enact, modify or delete Rules. These actions shall be reported to the membership at the next regular meeting, and may be reversed by a majority vote of the members present at the meeting.
9.4 The By-laws will always supersede the Rules.
Hidden Port Yacht Club
Rules
1.0 The Hidden Port Yacht Club shall maintain standing committees as described below. Membership shall be voluntary and the Commodore shall appoint chairpersons.
1.1 The Long Term Planning Committee: This standing committee shall develop the long-term plan for buying, renting, leasing, and maintaining land, building and facilities for a clubhouse and budgeting to accomplish this plan.
1.2 The Communications Committee: This standing committee shall be responsible for communication of club events, meeting minutes, up coming events, sharing news of friends with members via the Web Page. It will also handle the promotion of Loreto Fest. It will handle club communications with the wider community via newspapers, magazines, travel clubs and other web sites,
1.3 The Charity Committee: This standing committee shall recommend worthy charities in the Loreto Area and allocate funds to be donated .These recommendations are to be voted on by the membership. This committee shall also follow up on necessary arrangements to distribute the donations
2.0Dues for membership of the Hidden Port Yacht Club are as follows: Cruising memberships – 250.00Pesos, Regular Membership – 350.00 peso
3.0 Date and place of meeting: The Hidden Port Yacht Club shall hold its regular meetings as noticed to the members.
4.0Election and installation of officers: Officers shall be elected and installed at the annual meeting Transfer of records shall occur at this meeting.
5.0 Web Page Editor and the Secretary will approve all before it is sent to assure that content complies with Mexican law and custom.
